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AGENDA TRANSMITTAL
Subject: Agenda No. qS, I I
Indian River Drive/Main Street Project Department Origi,,-`v, M :a.-
D Construction Agreement City Attorney: _
' City Clerk:
A,,, ov,/ •'f. Submittal by: Date Submitted: 4 rec 2008
i er, ity Manager
Exhibits: Attached Contract, Report/Analysis from Joe Schulke
EXPENDITURE REQUIRED: AMOUNT BUDGETED: APPROPRIATION
REQUIRED:
$1,193,903.02 $2,247,758 $0
SUMMARY
On Friday, November 21, 2008, the City opened sealed bids for the construction of the Indian
River Drive/Main Street Project. Staff was extremely encouraged by the number of bids. As a
result, the bids were extremely competitive and lower than anticipated (Schulke's revised
estimate was approximately $1,400,000). While bidders SPS Contracting and Henry Fischer&
Sons were within nearly$14,000 of each other, the low bidder H&D Construction was$250,000
or 17% lower than the closest bidder.
After the bid opening, Joe Schulke reviewed the bid documents for accuracy and completeness
and the results are attached. As noted in Mr. Schulke's recommendation, a few mathematical
errors were found. Please keep in mind however, that quantity numbers can change, but it is the
unit pricing that the bidder guarantees. The mathematical errors were in quantity calculations, not
unit prices. As a result, the total estimated project costs changed slightly, but not enough to
change the original findings as reported to you on the day of the bid opening. Below is the final
bid tabulation:
COMPANY BID
H&D Construction (Fort Pierce, FL) $1,193,903
SPS Contracting (Vero Beach, FL) $1,445,224
Henry Fischer(Sebastian, FL) $1,459,179
Siteworks Inc. (Vero Beach, FL) $1,589,059
Gibbs& Register(Winter Garden, FL) $1,658,694
JoBear/Warden Construction (Palm Bay, FL) $1,671,507
Community Asphalt (West Palm Beach, FL) $1,837,732
In addition, Joe Schulke has also investigated the background and reputation of the low bidder
and has found them to be a quality firm. Mr. Schulke notes that he is familiar with the company
and has worked with them to positive results on other projects.
RECOMMENDATION
Award Indian River Drive/Main Street Contract to H&D Construction.
4
INDIAN RIVER DRIVE/MAIN STREET
PROJECT C0741
Direct Charges to CRA Fund:
Land Purchase 397,849.24
Appraisals on 806 Indian River Drive 10,000.00
Notices/Postage 779.75
Schulke for Design 190,061.25 598,690.24
Transfer to Project from CRA Fund:
FY2007 215,401.00
FY2008 619,561.00 834,962.00
Transfer to Project from Recreation Impact Fees 500,000.00
Expected Proceeds from Florida Boating Improvement Grant 425,291.00
Expected Proceeds from FIND Grant 487,532.00
Total from All Funding Sources 2,846,475.24
Less Direct Charges to CRA Fund (Shown Above) (598,690.24)
Current Budget for Project in Construction Fund 2,247,785.00
Charges to Budget for Project:
Trash/Landclearing (1,799.24)
Public Notices (271.67)
Tree Consultation/Spraying (865.00)
Schulke for Construction Admin. (46,052.50) (48,988.41)
Currently Available Balance for Project C0741 2,198,796.59
Total Project Cost Estimate is $1,936,972.46
Less $238,013.75 included for Design and Contract Administration
Estimated Balance of Project Costs 1,698,958.71
Available for Contingencies 499,837.88
Ken Killgore
12/4/2008
SCHULKE, BITTLE & STODDARD, L.L.C.
JOSEPH W SCHULKE,
JODAH 13 BITTLE PE
WILLIAM P STOD6ARD,ph 0. E.
CIVIL & STRUCTURAL ENGINEERING LAND PLANNING • ENV/ROWAN rAL PERMITTING
November 2O. 2008
Alfred M inner
City Manager
City of Sebastian
1225 Main Street
Sebastian,FL 32958
Ref: Indian River Drive and Main Street Improvement Project
Dear Mr.Minuet
On Fnclay,November 21,2008,seven(7)bids were received and opened itt 2:00 P\I lot the.tbove relerenced
project and are arranged in numerical order from lowest to high as follows:
Original Bid Bid Adjusted for Line Item l'rror
Mathematical Error
L H&D Constn iet ion Co.AInc. $1,173526,02 1,19i,903.02 E 92
2. SPS Contracting Inc. S 1,145,224.05 $1,445,224.05 G 14,15
3. Henry Fischer&Sons leasing Inc. 51,469,278.68 1.450,179,53 A,F 24,1 i3
4. Sitewerks S 1589075.1 $1589,059.96 F 5,G 14
5. Gibbs&Register Inc, $1,658,694.50 N.A.
6. jobeat/Warden Construction S 1,649,097.63 $1,671,507.41 17,26,17,
G 4,6. 17,21,22,23 H 2, 71
7. Community Asphalt Corp. S 1,837,732.06 N.A.
I have prepared and attached a detailed Bid Tabulation sheet of the seven bids,and the above qiiiirnaly of the
contract price evaluation.
All submittals included:Bid Security A1A A310 Bid Bond(.5‘9,Bid Form,Schedule of Bid It ems.Certificate
of Compliance with Honda Trench Safety Act,Public Entities Crime Form,Disclosure of RA ationships
form,Drug Free Workplace form,Bidder Qualification Questionnaire,C,opie,s of licenses/ 'err ificatcs,Proof
of Insurance.List of subcontractors and Addendum land 2:except the following ink it-mat:ion which was not
submitted in the copy of the proposals I have reviewed:
II&D Constrtict ion Co.inc.Proof of Insuranc.c.*Provided upoi i request on November 25,2008
SPS: Questionnaire incomplete: Subcontractors list not provided;company size/capacity
Co do project not provided.
Henry Fischer&Sons Leasing, Inc.:Complete submittal
1717 INDIAN RIVER BLVD.,SUITE 201,VERO BEACH, FLORIDA 32960
TEL 772 / 770-9622 FAX 772 / 770-9496 EM .infoshsengineers.com
Sitewcrks: Proof of insurance and Copies of licenses/certificates
jol3ea r-Warden Construction:Bid Bond:'Security. Questionnaire, l.icerses'
Certificates, Proof of insurance and I ist of Saaheotatr.actclrs.
Gibbs& Register, Inc.: C:omplctc submittal
Community Asphalt Corp.: Proof of insurance
Note that the Contract provides for corrections to the hid:whet her to obtain ;Richtional
information to determine responsibility of vendor,or to adjust for mat hematical errors the
attached spread sheet and above outline of bids includes said adjustments.
The three lowest bidders; I I &tl t:onstruction,SPS and Henry Fischer&Sons I.easini , lnc,are
contractors that we(Schulke,l3ittic&Stoddard, L.l.('') have worked with on several local
projects,and have found that the work of each contractor was completed in accordance with the
project specifications,and in accordance with the owner's ex pee t it ions. After review and
evaluation of the proposals submitted by these contractors,which included:a detailed
description of company qualifications,past and current construction projects,and other
pertinent information,and consideration of our own experiences with the contractor,,we
believe that either of the three lowest bidding contractors is qualified to complete the vVurl.,and
would meet or exceed the city's expectations.
Therefore,based on our evaluation of the bids submitted,l recommend that the hid he awaaled to the lowest
responsive,responsible bidder, which we believe to he H&P C.onstruct ion(:o. Inc... I his contractor
submitted a hid to complete the Main Street and Indian River Drive Improvements for the Contract act price of
1,193,903.02.
Upon your review,if you should have any questions or need addit ion; inlonaaat ion.please lo s st hcsit ate to
contact our of l ice.
Sincerely,
joc �take,P.F.
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